1、1 Invoicing Requirements This instruction applies to Chinese suppliers delivering to Vestas companies based in China. To ensure prompt and timely settlement of your invoices, please read carefully the following requirements. Mandatory requirements The following requirements are mandatory. If your in
2、voice does not comply, it will be rejected and returned to you, or the payment delayed. If your invoice is rejected, you will be required to resubmit a corrected invoice with a new invoice date. Purchase order-related invoices Purchase Orders are the required transaction method with Vestas. Please e
3、nsure that you request a formal Purchase Order from your Vestas contact. Please ensure that any and all agreed changes to the order are reflected in an updated purchase order from your Vestas contact person (buyer). Your invoice shall comply with any country mandatory legislation Invoices showing hi
4、gher quantities than on our purchase order will be rejected, unless there is a delivery tolerance already agreed with Vestas 2 Your invoice shall not be issued prior to the actual date of delivery Header shall clearly indicate the following Purchase order number Supplier company name, address and VA
5、T registration number Vestas ordering company address and VAT registration number as on the Vestas purchase order Invoice number & date of issue, (if your invoice was previously rejected, the date of resubmission) ( ) Item lines shall Match the prices on the Vestas purchase order Reference the corre
6、sponding lines on the Vestas purchase order and Vestas materials numbers (where applicable) ( ) 3 PO exempted invoices You should assume that a Vestas purchase order reference is always required on your invoice. However, there are special circumstances where an invoice can be submitted without refer
7、ring to estas contact person will have to inform you prior to the start of deliveries. For these cases all the aforementioned requirements are still valid with the exception of the purchase order reference and the purchase order line references. Credit notes Please refer to the attached instruction
8、for credit note process in Page 7-8 7 8 General recommendations Compliance with the following recommendations will enable faster processing of invoices and credit notes. Documents should be typed and not hand-written Payment term should match the payment term on our purchase order Invoice lines shou
9、ld follow the same sequence as on our purchase order Chop on blank area and do not cover any characters 4 Submitting invoices and credit notes Please send the hardcopy of invoice to below address directly 9 300462 Resolving invoice or payment issues Before contacting Vestas for payment and / or invo
10、ice issues, we request you first check the following: Is the payment term on your invoice as shown on the Vestas purchase order? Have the goods / services been delivered? / ? Have you provided the hardcopy invoice to the correct postal address? Raising a ticket Vestas manages queries related to invo
11、ices and payments using a ticket system. We aim to reply to all tickets with 3 business days from the received date. The email address for raising ticket depends on from which system the purchase order was created. Here is how you know. 5 3 If the queries relate to purchase order reference with 10 d
12、igits (all numbers), use 10 by 6 digits, P 6 Supporting documents We encourage you to provide the following supporting documents in order to speed up the resolution of the incident: Copy of the Vestas purchase order Proof of delivery A delivery note signed and stamped by the receiving warehouse.
13、 A delivery note (CMR/bill of lading) signed by the Vestas forwarder. CMR/ A time registration or service receipt signed and dated by an authorized person. Regular suppliers to Vestas may send a monthly statement of account (SOA) as of the last day 6 of the month to facilitate reconciliation of acco
14、unts. Statement of Accounts Suppliers should send a monthly statement of account as of the last day of the month to facilitate reconciliation of accounts. For requests related to Statement of Account already sent, please send an email to . Payments & bank details Vestas pays on the 5th, 15th and en
15、d of each month. If the payment date falls on a non-working day, the following working day will be effective. 5 15 Vestas contact person in advance. We recommend that suppliers provide payment details on their invoice. Queries Please contact your Vestas contact person for queries regarding this inst
16、ruction. 7 Appendix In order to standardize the process of return invoice and credit invoice, we made following instruction, please observe and implement Please double check the details with Vestas buyer before send off the invoice, if the invoice is not correct after send off, it would not be retur
17、ned after verified or finished posting. If the invoice is found to be incorrect after supplier already sent invoice to Vestas, please inform Vestas buyer, meanwhile please send email to SSC (LECGUVESTAS.COM) to confirm whether the incorrect invoice could be returned or need to issue the credit invoi
18、ce. LECGUVESTAS.COM , After obtain the confirmed email from SSC, for the unverified invoice, Chen Jing Jing () will return the invoice to supplier. SSC () For the confirmed email that needed credit invoice, Paul (WIZNC) will issue the credit note which is a necessary document for supplier to issue t
19、he credit invoice, please provide the following information to apply the credit note. SSC WIZNC : 1. Fill in attached details (ref. attachment) 2. Explanation letter 3. Scanning copy of the incorrect invoice 8 Please do not invalidate the incorrect invoice until Vestas confirmed it would be returned
20、 to supplier, otherwise, the invoice will be recognized as uncontrolled invoice, and it will lead to consuming, but also tax ratings downgrades on both parties. Once we have the conditions of uncontrolled invoice, please inform Vestas buyer and provide the following information to Paul (WIZNCVESTAS.COM) () 1. 2. Scanning copy invoice 3. Warehouse entry record Please forward this information to related person Vestas Wind Technology (China) Co., Ltd Invoice No. vendor name tax no. item name Qty price total price tax rate vat amt Invoice amount include vat Total Credit note application vendor
